> ## Documentation Index > Fetch the complete documentation index at: https://www.carstoragesoftware.com/docs/llms.txt > Use this file to discover all available pages before exploring further. # Set up the vendor invoice portal > Let vendors submit invoices through a public facility link, then review those invoices in the staff dashboard. ## What you will accomplish Outside providers will use one public link to submit invoices with an uploaded file. Your team will review those submissions in [Payments > Invoices](https://www.carstoragesoftware.com/dashboard/payments/invoices?type=vendor) without giving vendors access to the staff dashboard. ## When to use this guide Use this guide when detailers, transport companies, mechanics, photographers, or other vendors need a simple way to send invoices to your facility. This is **not** the same as a **customer invoice** (a bill your facility sends to a customer). Vendors use the public portal to send bills **to you**. **Customer invoice vs vendor invoice** **Customer invoice:** money a customer owes your facility. You create it in [Payments > Invoices](https://www.carstoragesoftware.com/dashboard/payments/invoices). **Vendor invoice:** money your facility may owe an outside provider. The vendor submits it through the public portal in this guide. ## Before you start * **Public Facility Pages** is turned on in [Settings > Website & customer app](https://www.carstoragesoftware.com/dashboard/settings/website). * You know which vendors should receive the invoice link (email, contract packet, or onboarding note). * Your team knows who reviews vendor invoices before payment. * Your team has a simple approval rule (for example, “Invoices over \$500 need a manager”). ## Step 1: Turn on the vendor invoice portal Go to [Settings > Website & customer app](https://www.carstoragesoftware.com/dashboard/settings/website). **Expected result:** You see **Public website** with a live preview and **Page editor**. Turn on **Public Facility Pages** if it is not already on. Vendors need a working public address for your facility before the invoice link will work. If you are not sure which links are public yet, read [Choose the right public link to share](/docs/facility-web-pages/choose-the-right-public-link). In the **Page editor**, expand **Header & page settings** (at the top of the editor—not in the draggable section list). Find **Vendor invoice portal** and turn its switch on. **Expected result:** **Vendor invoices** appears in **Shareable links** at the top of the page. Header and page settings in the Page editor showing Vendor invoice portal toggle *Turn on **Vendor invoice portal** under **Header & page settings**, then copy **Vendor invoices** from **Shareable links**.* Website settings page scrolled to show Shareable links with Vendor invoices card visible after enabling the portal *After you turn on the portal, **Vendor invoices** appears in **Shareable links** near the top of the page. Copy that link—not a staff dashboard address.* ## Step 2: Copy and test the vendor link Near the top of the page, find **Shareable links**. Click **Copy** on the **Vendor invoices** card. The address usually looks like: `/facility/your-facility-name/invoices` **Why this matters:** Vendors should not use a staff dashboard link. They only need this public form. Paste the link in a private browser window where you are not signed in as staff. **Expected result:** You see a public form with your facility name—not the staff dashboard. Public vendor invoice form with name, email, invoice number, amount, and file upload fields on a populated demo facility page *Vendors complete this form on their own. They do not need a staff account.* ## Step 3: Review the form like a vendor Walk through the form as if you are the vendor. The form asks for: * **First name** and **Last name** * **Company** (optional) * **Phone** (optional) * **Email** (required) * **Invoice number** * **Amount (USD)** * **Invoice date** * **Description** — short note about the work * **Invoice file** — PDF or image upload (required, up to 25 MB) * **Instant payout** (optional) — vendor can request faster payment with a 5% fee Vendor invoice form partially filled with name, email, invoice number, and amount before file upload *Vendors should be able to complete every field without calling your office. Test with sample data before you email the link.* **Ask vendors to upload the real invoice file** The form requires an invoice file. If a vendor only types an amount without attaching their PDF or photo, your team may still need to chase the document by email. **What happens after a vendor submits** After the first submission, the vendor may receive an email to set up payment details through Stripe so your facility can pay them. If they choose **Instant payout**, they pay a 5% fee for faster payment—your team can explain this if vendors ask. ## Step 4: Send the link to vendors Send the copied link with a short message. Keep it simple—vendors do not need to know how your dashboard works. Please submit future invoices through this link: \[paste your vendor invoice link]. Include your invoice number, amount, invoice date, and attach your invoice PDF. This helps our team review and pay on time. **Expected result:** Vendors know they should use this link every time instead of only emailing accounts payable. ## Step 5: Review submissions in Payments After a vendor submits an invoice, your team works in the dashboard. Go to [Payments > Invoices](https://www.carstoragesoftware.com/dashboard/payments/invoices). Near the top of the page, click **Vendor** so the list shows vendor invoices only. You can also open [Payments > Invoices (vendor filter)](https://www.carstoragesoftware.com/dashboard/payments/invoices?type=vendor) directly. **Expected result:** You see vendor submissions, not customer invoices you sent. Click the invoice to review vendor name, amount, invoice date, description, and the uploaded file. **Expected result:** You can decide whether to approve, pay, or ask the vendor for corrections. Payments Invoices page on the Vendor tab showing submitted vendor invoices with status and amounts *Vendor submissions appear here. Use the Vendor tab so you do not mix them up with customer invoices.* When you review each submission, check: * Vendor name and email match someone you recognize * Invoice number and amount match the uploaded file * Invoice date fits your payment process * The uploaded file opens and is readable * The vendor is linked to an existing vendor record when possible ([Payments > Vendors](https://www.carstoragesoftware.com/dashboard/payments/vendors)) For the full payment workflow, follow [Review and pay vendor invoices](/docs/payments/review-and-pay-vendor-invoices). ## Step 6: Update status after your team acts After approval or payment, update the vendor invoice record in the dashboard. From the **Vendor** tab, click the invoice row to open its detail page. Use the status control to mark the invoice as approved, paid, or **Rejected** if you are declining it. **Why this matters:** Updated status prevents two people from reviewing the same invoice or paying twice. Leave a short note when you reject an invoice or ask the vendor to resubmit. Common statuses your team may see: * Submitted — just arrived from the portal * Under review — someone is checking the file * Approved — ready for payment * Paid — payment completed * Rejected — sent back or declined with a note ## What success looks like * **Vendor invoice portal** is on only when your team is ready to monitor submissions. * Each vendor has one clear link and simple instructions. * Submissions appear on the **Vendor** tab in [Payments > Invoices](https://www.carstoragesoftware.com/dashboard/payments/invoices?type=vendor). * Staff open the uploaded file before approving payment. * Invoice status is updated so everyone sees what happened. ## Troubleshooting **The vendor link shows not found** Open [Settings > Website & customer app](https://www.carstoragesoftware.com/dashboard/settings/website). Confirm **Public Facility Pages** is on, your **Facility slug** is saved, and **Vendor invoice portal** is on under **Header & page settings** in the Page editor. Copy **Vendor invoices** from **Shareable links**. **Upload failed for the vendor** Ask the vendor to try a PDF or clear photo under 25 MB. If needed, accept the invoice by email once while you troubleshoot, then ask them to use the portal next time. **The invoice is under the wrong vendor** Open the submission and check the name and email before paying. Update or merge vendor records in [Payments > Vendors](https://www.carstoragesoftware.com/dashboard/payments/vendors) when the same company used two different names. **Nobody knows who should approve** Write a one-line rule before you share the link—for example, “Facilities manager approves all vendor invoices over \$500.” Add it to your vendor onboarding email. ## What to do next * [Manage vendors](/docs/payments/manage-vendors) so vendor records stay organized * [Review and pay vendor invoices](/docs/payments/review-and-pay-vendor-invoices) for the full staff workflow * [Choose the right public link to share](/docs/facility-web-pages/choose-the-right-public-link) when you send links to other audiences ## Related topics - [Review and pay vendor invoices](/docs/payments/review-and-pay-vendor-invoices.md) - [Manage vendors](/docs/payments/manage-vendors.md) - [Work with vendor contacts](/docs/contacts/work-with-vendor-contacts.md) - [Go live checklist for public pages](/docs/facility-web-pages/go-live-checklist-for-public-pages.md) - [Choose the right public link to share](/docs/facility-web-pages/choose-the-right-public-link.md) This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.